Administrative Assistant/Receptionist

About KGS Group

KGS Group is an employee-owned, multidisciplinary engineering consulting firm that provides services across North America and internationally. Our team includes engineers, scientists, technologists, and support personnel dedicated to delivering excellence in engineering and project management. We prioritize building long-term relationships and foster a workplace culture centered around our people, offering professional development and a flexible, collaborative work environment. Our projects span Canada, the U.S., and beyond, where we challenge boundaries and strive for innovation—the "KGS way."

Role Overview

We seek a highly motivated Administrative Assistant/Receptionist to join our Mississauga office on a one-year contract covering a maternity leave, with potential for extension based on organizational requirements. The core responsibilities include document control involving preparation, formatting, issuance, and receipt of documents, alongside reception duties like greeting visitors courteously and providing general administrative support.

Key Duties and Responsibilities

• Manage document control processes, including drafting and preparing letters, reports, proposals, and related documents per company templates and quality standards.
• Ensure all final documents and drawings are signed, correctly formatted, and comply with established procedures before release.
• Operate document control software to log, transmit, and receive documents and drawings following procedural guidelines.
• Interpret work instructions and maintain up-to-date knowledge of relevant quality procedures.
• Handle courier and mail services, processing inbound and outbound packages.
• Maintain inventory and order office and kitchen supplies as needed.
• Warmly welcome visitors and professionally manage phone communications.
• Coordinate event planning activities such as conferences, training sessions, and special company events.
• Manage stock of promotional materials.
• Assist staff with travel arrangement preparations.
• Ensure cleanliness and upkeep of main office areas including lobby, kitchen, and boardroom.
• Oversee office equipment maintenance.

Candidate Profile

• Minimum two years of experience in administrative or a related role.
• Post-secondary certificate or diploma in administration or business is preferred.
• Proficient with Adobe Acrobat, PDF-XChange, and Microsoft Office suite, particularly Word and Excel.
• Experience with document templates and styles in Microsoft Word is advantageous.
• Professional demeanor paired with dependability, adaptability, and ability to manage multiple priorities and deadlines.
• Excellent verbal and written English communication skills; proficiency in French and other languages is a plus.
• Strong team player with excellent collaboration, organization, interpersonal, and communication abilities.
• Quick learner with capability to adapt to new systems and changes efficiently.
• Highly punctual and detail-oriented.
• Willingness to work overtime or variable hours when business needs arise.

Additional Information

This role is based onsite in Mississauga, Ontario, working 40 hours per week. The annual salary range is $55,000 to $65,000, with the final compensation depending on candidate experience, skills, and location. KGS Group is an equal opportunity employer committed to fair and inclusive hiring practices and offers a comprehensive benefits package. Accommodations can be provided throughout the recruitment process upon request. AI tools may assist recruitment but all decisions are reviewed by professionals.